Fairlington Glen Council of Co-Owners

Board of Directors Meeting Minutes

 

February 7, 2006 (Draft #2)

 

Attendees: Bob Patrician (President); John Fuller (Vice-President),; Margaret Windus (Treasurer): Charlie Robbins (B&G Liaison); Alison Burns Trimble (Secretary)

 

Other Co-Owners Present: Jocelyne Corderot (Ct 1); Hal Vorhies (Ct 3); Sandy Heaton (Ct 6); Dan Shapiro (Ct 7); Tom Arehart (Ct 15); Suzette Buttram (Ct 15); Marilyn McKeown  (Ct 15); Liz Finos (Ct 16)

 

STAFF:  Sara Jones, Community Manager; April Ludtke, Legum & Norman; Ricardo Solares, Facilities Manager; Beth Lawless, Living Color

 

The meeting was called to order at 7:30pm.

 

Bob Patrician announced the new Residents Forum to begin at this meeting. No one raised any topics for discussion. As a part of this time, a motion was made to reserve our pool for use by the FINS (neighborhood swim program for children 5 to 12 years of age) program for afternoons the last week of July, 2006.

 

FINS

 

07.02.06.1 MOTION It was moved and seconded to approve use of Glen Pool for last week of July 24-28, 2006 for FINS program. The motion carried 5-0-0.

 

Minutes

 

07.02.06.2 MOTION It was moved and seconded to approve the Board minutes from January 3, 2006 as read. The motion carried 5-0-0.

 

B&G REPORT

 

Dan Shapiro B&G Chair discussed the variance requests made by the owner of 4284 S. 35th Street (Tom Arehart). These variances request the following: maintain the perimeter fencing installed around new plant beds in front of unit and on the side; to approve the satin nickel Door Hardware which has already been installed; to request permission not to reinstall the mullions on the French doors located in the dining area. An earlier request to keep two large bushes (a Cypress Pom Pom and an Irish Yew), which were not in the Landscape drawings drafted by Beth Lawless of Living Color, was withdrawn by the owner.

 

There was a long discussion of merits of each request. While it was the opinion of our landscape contractor (Beth Lawless) that it would be in the interest of the plants to leave the fence in place for a full year, several objections were raised by Ct 15 co-owners about the lack of precedent for the fencing and their objection to looking at it daily.  Several other residents noted that there are no other Glen plantings which have been fenced off in such a manner. The only other similar existing fencing located at 3534 S. Stafford was installed for other reasons besides protecting new plantings.

 

While the owner has agreed to move the bushes in question, he asked to wait until the weather was warmer to have them moved.

 

07.02.06.3 MOTION It was moved and seconded to approve variance for no mullions for french doors located at 4284 S 35 St. The motion carried 5-0-0.

 

07.02.06.4 MOTION It was moved and seconded to approve moving two plants (Cypress Pom Pom and Irish Yew) located in front bed of 4284 S. 35th Street as soon as possible (within 10 days) at the homeowner’s cost. The open space created by removal will be addressed by the Landscape committee, B&G and Board in the Spring. The motion carried  5-0-0.

 

07.02.06.5 MOTION It was moved and seconded to have fences removed around plantings at 4284 S. 35th and 3534 S. Stafford (by basketball court) as soon as practicable. The motion carried 5-0-0.

 

07.02.06.6 MOTION It was moved and seconded to deny the variance request for satin nickel door hardware. The owner is to restore the all door hardware to brass. This includes the door knocker, mail slot, dead lock and lever handle at 4284 S 35th. Co-owner may replace the door handle with a brass lever. The motion carried 4-1-0.

 

B-Bldg Report

Liz Finos reported on the B-Bldg Task Force which met for the first time on January 17th. They have been given carpet and paint samples to review by Legum &Norman. Liz explained they will narrow the field to  two or three color schemes and then hold an all B unit owners meeting to vote on the preferred choice to present to the Board for approval. The scope of the group’s investigative work will include painting of the basement cinderblock walls and replacement of the basement carpet.  The timeline outlined by Liz is that  by end of March the task force will have done their research and narrowed the choices. By mid -April a vote will be held which will include a chance for all B-unit owners to participate. Hal Vorhies recommended the group look at replacing the mail boxes at the same time. This may or not fit within the scope of work, but Liz agreed to have the task force look into the possibilities.  

 

 

Recreation Pass Proposal

Sandy Heaton reviewed the Recreation Pass proposal put forth in the Board packet. The recommendation is to change how the Glen distributes pool/recreation passes. The new distribution would be led by a group of resident Co-Owners (led by Sandy). An application form will be included in the next newsletter with instructions on where it will be submitted. There will be an option for one pass per household. Stickers will be put on the outside of all the mailed copies of newsletter alerting all non-resident co-owners of the change. This will save on mailing costs. There will be two colors of passes; one for owners and one for renters. The owner pass will become permanent and laminated with a hole punch so that the pass may be attached to bags. Renters will need to prove residency each year.   Passes will continue to be numbered for tennis use.

 

 

07.02.06.7 MOTION It was moved and seconded to approve the new Recreation Pass Proposal as presented. The motion carried 5-0-0.

 

President’s report

Bob Patrician provided information on the list of current appointments for several committees including the B-Bldg Task Force, the Tot Lot Task Force and the Staffing Study.  Following on a recommendation from the Budget Work Group, the Board asked the President to form a committee to study the work of the on-site, how it is done, how it is accounted for, and other appropriately related topics.  The purpose of the study, which will be a collaborative effort with the on-site staff, is to clarify the on-site staff’s job responsibilities, the community’s expectations, and the support needed to insure that staff are able meet those expectations.  Alternatives for change will be considered, as needed.

 

Staffing Study Charge

 

07.02.06.8 MOTION It was moved and seconded to approve the Staffing Study charge as written. The motion carried 5-0-0.

 

 

Document Retention Policy

The Treasurer recommended a document retention policy for the Glen, and a few changes were suggested by Board members. She noted that Board emails are not part of retention program. She also noted that any person tasked in the future to shred documents based on this schedule should not be held liable for documents handled according to the policy.

 

07.02.06.9 MOTION It was moved and seconded that (a) the Board adopt the proposed retention schedule and develop practices to implement the retention schedule; (b) other than emails that may exist as part of legal, contractual, or Management Company records, email exchanges among Board members and/or Co-Owners are not part of Fairlington Glen’s formal records; and,  (c) individuals and the Association operating under the retention schedule are not liable for the destruction of any records performed in compliance with that schedule. The motion carried 5-0-0.

 

Paving Study

The bid given by REI to estimate future repaving costs in the Glen was reviewed. Costs were questioned as to how hourly rates are charged out. All categories are listed at $110 per hour without differentiation to who is performing the tasks.

 

07.02.06.10 MOTION It was moved and seconded to accept hourly bid from REI estimated to be $4930.00 for a paving study of Fairlington Glen.  The motion carried 5-0-0.

 

reserve Accounts report and recommendations

Margaret Windus reported on the status of our long term investment accounts. After consulting with our lawyer and Bill Worsley (Finance Committee member) who devoted much time and energy to revising our replacement reserve information last year, she recommends the Board take the following actions:

 

07.02.06.11 MOTION It was moved and seconded to approve the consolidation of all Fairlington Glen replacement reserve accounts into one account.  The motion carried 5-0-0.  

 

07.02.06.12 MOTION It was moved and seconded to approve the moving of Fairlington Glen funds from Merrill Lynch to a Vanguard money market account. The motion carried 5-0-0.

 

07.02.06.13 MOTION It was moved and seconded to approve the requirement for three authorized and two required signatories for the new accounts at Vanguard and authorize two separate accounts be created; one for replacement reserves and the other for contingency reserves.  The motion carried 5-0-0.

 

COMMUNICATIONS

Alison Burns Trimble presented a plan for a Communications Committee and outlined the proposed charge to the Committee.

 

07.02,06.14 MOTION It was moved and seconded that the Communication Committee charge be approved as presented. The motion carried 5-0-0.

 

The Board President excused the remaining Co-Owners attending the meeting in order for the Board to move into closed session to discuss contract and violation matters.

 

07.02.06.15 MOTION   It was moved and seconded that the Board go into Closed Session for the purpose of discussing contracts and an outstanding violation matter. The motion carried 5-0-0.

 

07.02.06.16 MOTION  It was moved and seconded the Board return to Open Session. The motion carried 5-0-0.

 

 

Next meeting date

The next regular Board meeting is scheduled for Tuesday, March 7, 2006.

 

adjourn

 

07.02.06.17 MOTION It was moved and seconded to adjourn. The motion carried 5-0-0.

 

The meeting was adjourned at 10:00pm.

 

Respectfully submitted by:

Alison Burns Trimble, Secretary